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Proxy Agreement

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PROXY AGREEMENT

This Proxy Agreement ("Agreement") is made on between Principal Name: with address (Principal), and Proxy Name: with address (Proxy).

WHEREAS

WHEREAS, Principal is the lawful owner or authorized representative of certain rights, interests or voting authority described herein and desires to appoint Proxy to act on Principal's behalf in accordance with the terms and limitations of this Agreement; and

WHEREAS, Proxy has represented that Proxy is willing and able to act as attorney-in-fact for the Principal with the authorities granted in this Agreement and to perform those duties in Principal's best interest;

WHEREAS, the parties wish to set forth their respective rights and obligations with respect to such appointment in a written contract.

SCOPE OF AUTHORITY

Principal hereby appoints Proxy as Principal's true and lawful attorney-in-fact to act in Principal's name, place and stead to take the following actions (collectively, the "Authorities"):

Select authorities granted (check applicable):

Vote or consent on behalf of Principal at meetings of shareholders, members or other governing bodies
Execute, deliver and acknowledge contracts, agreements and instruments necessary to effectuate decisions
Appear and represent Principal at meetings, hearings, or other proceedings
Receive notices, reports and communications related to matters within the Authorities
Other (describe below)

Limitations on Proxy's authority (if any): Principal expressly limits Proxy's authority as follows:

PAYMENT TERMS

Compensation for services rendered by Proxy:

Reimbursable expenses: Proxy shall be entitled to reimbursement for reasonable out-of-pocket expenses incurred in performing the Authorities, subject to Principal's prior approval when expenses are expected to exceed .

TERM AND TERMINATION

This Agreement commences on and shall continue until unless earlier terminated in accordance with this Agreement.

Either party may terminate this Agreement without cause by delivering written notice to the other party at least days prior to the effective date of termination. Termination for cause may be immediate upon written notice for material breach, fraud, willful misconduct, or failure to perform duties under this Agreement.

CONFIDENTIALITY

Proxy acknowledges that in performing the Authorities Proxy may receive or have access to confidential or proprietary information of Principal. Proxy agrees to maintain in strict confidence all nonpublic information obtained from Principal and not to disclose such information to any third party except as necessary to perform the Authorities or as required by law. Confidential information does not include information that (i) was already known to Proxy without restriction at the time of disclosure, (ii) becomes publicly known through no fault of Proxy, or (iii) is rightfully received from a third party without breach of an obligation of confidentiality.

REPRESENTATIONS AND WARRANTIES

Each party represents and warrants that it has the full right, power and authority to enter into and perform this Agreement and that the person signing this Agreement is duly authorized to do so. Proxy warrants that Proxy will act in good faith, with reasonable care, and in the best interests of Principal when exercising the Authorities granted herein.

DELEGATION AND SUBSTITUTION

Proxy may delegate ministerial tasks to assistants or agents but may not delegate discretionary authority except with Principal's prior written consent. Any such permitted delegates shall be subject to the same confidentiality obligations as Proxy.

REVOCATION OF PRIOR PROXIES

Principal represents that, except as disclosed below, no prior proxy currently authorizes any person to exercise the Authorities granted in this Agreement. List prior proxies to remain in effect, if any:

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its principles of conflicts of law. The parties submit to the exclusive jurisdiction of the courts located in that State for resolution of disputes arising under this Agreement.

ENTIRE AGREEMENT

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations and understandings, whether written or oral. Any amendment to this Agreement must be in writing and signed by both parties.

INDEMNIFICATION

Principal agrees to indemnify and hold harmless Proxy against all losses, claims, liabilities and expenses (including reasonable attorneys' fees) incurred by Proxy as a result of good-faith performance of Proxy's duties under this Agreement, except to the extent that such losses result from Proxy's gross negligence, willful misconduct, or material breach of this Agreement.

NOTICES

All notices required or permitted hereunder shall be in writing and delivered to the addresses set forth at the beginning of this Agreement or to such other address as either party may designate by written notice. Notice is effective upon personal delivery, three days after deposit in the U.S. mail with postage prepaid, or one day after delivery to a recognized overnight courier service.

Principal (Print Name):

By:

Date:

Proxy (Print Name):

By:

Date:

Enter text✕

What a Proxy Agreement Is and When It Applies

A Proxy Agreement is a written authorization by which one person (the principal or shareholder) appoints another person (the proxy or agent) to act on their behalf for a specified corporate or organizational purpose, commonly to vote at meetings or execute specified corporate actions. Proxies can be narrowly limited to a single meeting or transaction or granted broadly for multiple meetings. Execution and enforceability depend on corporate bylaws, governing state corporate law, and applicable electronic signature rules such as ESIGN and UETA; some organizations still require specific attestation, notarization, or in-person procedures.

Why a Clear Proxy Agreement Matters

A well-drafted Proxy Agreement ensures representation at meetings, reduces administrative delays, documents authority for corporate records, and clarifies the scope and duration of delegated voting power. Electronic execution under ESIGN and UETA is generally valid, provided the parties demonstrate intent and proper consent; platforms like signNow support compliant e-signature workflows and audit trails without replacing legal review.

Why a Clear Proxy Agreement Matters

Who Typically Prepares and Signs Proxy Agreements

Clear role assignment reduces disputes and ensures proxies are processed correctly in advance of record dates and meetings.

  • Shareholders and beneficial owners who cannot attend meetings in person and need to delegate voting authority.
  • Corporate secretaries and corporate governance teams managing meeting logistics and recordkeeping.
  • Legal counsel and compliance officers who draft, review, or certify proxy language and ensure regulatory compliance.

Core Elements to Include in a Professional Proxy Agreement

A complete Proxy Agreement must state parties, authority granted, limits, timing, and execution details so that third parties can verify the proxy's legitimacy.

Parties

Identify the principal and the proxy using full legal names and contact information so identity and attribution are clear for corporate records and any required verification.

Scope of Authority

Specify whether the proxy is general (broad voting power) or limited (specific meeting, agenda items, or a range of dates) to avoid ambiguity about actions the proxy may take.

Effective Dates

State the effective date and expiration or event-based termination so it is clear when the proxy begins and whether it survives adjournments or is revoked.

Revocability

Declare whether the proxy is revocable or irrevocable, and describe the process for revocation, including required notice and any formality such as written notice to the corporate secretary.

Signature Block

Include signature lines, printed names, dates, and, when required, witness or notary acknowledgement to meet bylaws or statutory execution requirements.

Attestation

Add any required attestations, shareholder certification (number of shares), and a statement confirming authority to execute to reduce challenges to validity.

Step-by-Step: Prepare, Execute, and Deliver a Proxy Agreement

Follow these sequential steps to complete a valid proxy agreement and ensure it is recorded and acted on at the meeting.

  • 01
    Prepare document: Draft proxy language consistent with bylaws and meeting agenda.
  • 02
    Confirm identity: Verify principal identity and shareholdings before signing.
  • 03
    Execute signature: Sign using required method (wet, RON, or e-signature) and date the document.
  • 04
    Deliver to company: Submit proxy to the corporate secretary or designated agent before the deadline.

Configure an Online Proxy Workflow

When using an eSignature platform, set fields, authentication, and routing to match governance requirements and audit log needs.

Field Configuration
Signature Field Require signer name, signature, and date
Authentication Use email + SMS code or stronger KBA where needed
Routing Auto-send signed copy to corporate secretary
Audit Trail Enable IP, timestamp, and action logging

Where to Send Completed Proxy Agreements

Deliver executed proxies to the organization parties designated in bylaws or the meeting notice to ensure they are counted.

  • Corporate Secretary: Primary recipient for corporate recordkeeping
  • Registrar / Transfer Agent: Send copy if required for share verification
  • Broker / Custodian: Deliver for beneficial holders when broker holds shares
  • Meeting Chair: Provide copy to meeting officials as procedural backup

Digital Signing and Technical Requirements

Platforms such as signNow offer audit trails, configurable authentication, and integrations that help align e-execution with corporate processes and retention needs.

  • File formats: PDF, DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, KBA, RON

Timing Considerations and Delivery Cutoffs

Proxy validity and acceptance depend on timing relative to the company’s record date, meeting notice, and any broker or transfer agent cutoffs.

Record Date Requirement:

Deliver proxy before the company’s record date to ensure voting rights apply

Meeting Submission:

Submit proxy sufficiently before the meeting as specified in the notice

Broker Cutoffs:

Broker or custodian deadlines may be earlier than corporate deadlines

Revocation Timing:

Revoke proxy before the proxy exercise or meeting commencement

Filing of Solicitation:

For public solicitations, allow time to comply with disclosure procedures

Common Mistakes to Avoid

  • Using an informal or ambiguous description of authority that leads to disputed votes or challenged actions.
  • Failing to match the principal name and shareholding exactly to the stock ledger or transfer agent records.
  • Delivering the signed proxy after the company’s record date or broker cutoff, resulting in the proxy not being counted.
  • Neglecting to include revocation language or a clear expiry date, causing uncertainty during contested meetings.

Risks and Potential Consequences of an Incorrect Proxy

Invalid Vote: Voting action may be voided
Corporate Dispute: Leads to litigation or contested decisions
Regulatory Scrutiny: Public companies may face disclosure inquiries
Fiduciary Liability: Agents may face duty-related claims
Recordkeeping Failure: Noncompliance with retention obligations
Operational Delay: Meetings may be adjourned or rescheduled

Realistic Use Scenarios for Proxy Agreements

These scenarios illustrate common contexts where a proxy agreement prevents missed votes and documents delegated authority clearly.

Private Company Annual Meeting

Small shareholder unable to attend meeting uses a proxy to appoint an attorney-in-fact to vote shares

  • Proxy limited to single annual meeting and specific resolutions
  • Company retains signed proxy in the secretary’s records and notes the vote in meeting minutes to avoid later disputes.

Beneficial Holder via Broker

Beneficial owner instructs broker to appoint a proxy to vote a portfolio held in street name

  • Broker cutoff and transfer agent verification required to confirm voting rights
  • Clear instruction language and timely delivery prevent the vote from being excluded.

eSignature Pricing and Feature Snapshot for Proxy Execution

Compare core pricing and capabilities that affect high-volume or governance-sensitive proxy workflows; signNow is listed first per platform comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions About Proxy Agreements

Answers to typical questions about execution, revocation, electronic signing, and common processing problems.


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